Easy! How to Write a Japanese Business Email

2025.04.23

When doing business in Japan, understanding how to write business emails is very important. In Japanese business culture, etiquette and formality are highly valued, and there are specific rules and manners for writing emails. This article explains how to write a basic Japanese-style business email.

How to Write the Subject Line

• Clear and Concise Subject

The subject line of a business email is important because it conveys the content clearly. Make sure to write the subject line in a concise and specific manner so the recipient can grasp the content before opening the email. For example, for a meeting invitation, you can use “〇〇会議のご案内” and for sending materials, you can write “〇〇資料送付の件”

How to Write the Recipient’s Name and Greeting

• Recipient’s Name

At the beginning of the email, always include the recipient’s name. It is standard to add “様” after the person’s name.

If you are including the company name or job title, write it as “〇〇 Corporation, 〇〇 Department, 〇〇 Section, Manager 〇〇-様.”(〇〇株式会社 〇〇部 〇〇課 課長 〇〇様)

If you are only using the name, write “〇〇様”

• Writing the Greeting

After the recipient’s name, include a brief greeting.

-Common greetings include “お世話になっております” or “いつもお世話になっております.”

-For first-time contacts, a good greeting is “初めてご連絡させていただきます.”

Body of the Email

• Clarifying the Purpose

In the body of the email, start by clearly stating the purpose. For example,「〇〇の件でご連絡させていただきました。」mean: “I am contacting you regarding 〇〇” to convey the main point of the email. After that, organize the details or questions in bullet points or numbered lists.

• Polite expression

In Japanese business emails, polite language is crucial. Use the “desu/masu” form and be conscious of honorifics and respectful language. For example, instead of simply writing “Please confirm,” it is better to write “ご確認のほど、よろしくお願い申し上げます.”

 Closing Words and Signature

• Closing Words

End the email with a polite closing statement. Phrases like “何卒よろしくお願い申し上げます” or “ご検討のほど、よろしくお願いいたします” will leave a polite impression and properly conclude the email.

• Signature

Finally, include your signature. A business email signature typically contains your name, company name, department, job title, phone number, and email address. It is convenient to set up a template for your signature in advance.

Example Business Emails: Here are a few examples of business emails for your reference.

In Japanese business emails, format and etiquette are very important. By using an appropriate subject line, polite greetings, clear purposes, and respectful closing words, you can leave a good impression on the recipient. Use this guide to start writing Japanese-style business emails smoothly.